The UTTAR PRADESH PUBLIC RECORDS ACT, 2025

TR TR FHHRTTNIE , 21 IR, 2025 No. 156(2)/LXXIX -V-1-2025-1-ka-11/2025 Dated Lucknow, August 21,2025 In pursuance of the provisions of clause (3) of Article 348 of the Constitution of India, the Govemor is pleased to order the publication of the following English translation of the Uttar Pradesh Lok Abhilekh Adhiniyam, 2025 (Uttar Pradesh Adhiniyam Sankhya 11 of 2025) as passed by the Uttar Pradesh Legislature and assented to by the Governor on August 21, 2025. The Sanskriti Vibhag is administratively concerned with the said Adhiniyam. ) THE UTTAR PRADESH PUBLIC RECORDS ACT, 2025 (U.P. Act no. 11 of 2025) [4s passed by the Uttar Pradesh Legislature] AN AcT . to regulate the management, administration and preservationof Public records of the State Government, statutory bodies and corporations, commissions and committees constituted by the State Government and for matters connected therewith or incidental thereto. IT Is HEREBY enacted in the Seventy-Sixth Year of the Republic of India as follows:- 1. (1) This Act may be called the Uttar Pradesh Public Records Act, 2025. Short titlc and (2) 1t shall come into force on such date as the State Government may, by gommencomert notification in the Official Gazette, appoint. 2. In this Act unlcss the context otherwise requires :— Difinitions (a) "Board" means the State Archival Advisory Board constituted under sub-section (1) of Section 13; (b) "Dircctor” means the Director of Uttar Pradesh State Archives appointed by the State Government and includes any officer authorized by the State Government to perform the duties of the Director; (c) "Prescribed" means prescribed by rules made under this Act; (d) "Public Records" includes,— (i) any document, manuscript and file; (ii) any microfilm, microfiche and facsimile copy of a document; (iii) any reproduction of image or images embodied in such microfilm (whether enlarged or not); and (iv) any other matcrial produced by a computer or by any other device of any record creating agency; (€) "Records Creating Agency" includes,~ (i) in relation to the State Government, any Department or office of the State Government; (ii) in relation to any statutory body or corporation wholly or substantially controlled or financed by the State Government or commission or any committee constituted by the State Government, the offices of the said body, corporation, commission or committee ; ® "Records Officer” means the officer nominated by the records creating agency under sub-section (1) of Section 5; (g) "State Government" means the Government of Uttar Pradesh. 135_RPH_vidhaika -25 Adhiniyam folder_(Uriar Pradesh Lok Abhilckh )-2025 Data-8E (¥ Scanned with OKEN Scanner 3 SR F3A IR7 To7e, 21 30T, 2025 P f the Stat 3 G:‘::,:,,c,:'ia N 3.(1) The State Government shall have the power to co-ordinate, regulsne:nd coordinate, regulate uppeerrvvii se (l_\c operatiio ns connected witi h the ndmlimnsisltrmautio n.‘man agg ement, preservation, and supervise selection, disposal and retirement of public records under this Act. operations connected (2) The Statc Government ii n relatii on to the publici records o f the records with administration, creating agencies may, by order, authorise the Dircctor, subject to such conditions, as M pu m b a l n i a c g e r m e e c n o t r , d s etc., of the ca N sc may be, specified in the order, to carry out all or any of the following functions, namely:— " (@) supervision, management and control of the Archives; (b) acceptance for deposit of public records of permanent nature after such period as may be prescribed; : (c) custody, use and withdrawal of public records; : (d) arrangement, preservation and exhibition of public records; ' (¢) preparation of inventories, indices, catalogues and other reference media of public records; (f) analysing, developing, promoting and co-ordinating the standards, procedurcs and the techniques for improvement of the records management system; (g) ensuring the maintenance, arrangement and security of public records in the Department of Archives and in the offices of the records creating agency; (h) promoting utilisation of available space and maintenance of equipments for preserving public records; (i) tendering advice to records creating agencies on the compilation, c t l e a c s h s n i i f q i u c e a s ti on of a r n e d c or d d i s s po m s a a n l a g o e f m e r n ec t o ; r ds and application of standards, procedures and () survey and inspection of public records; (k)v organizing training programmes in various disciplines of Archives “'" administration and records management; (1) accepting records from any private source; (m) regulating access to public records; (n) receiving records from defunct bodies and making arrangement for securing public records in the event of national emergency; i records ( 0) o ff r i e c c e e r i ; v ing reports on records management and disposal practices from the \ (p) providing authenticated capies of, or extracts from public records; (q) destroying or disposal of public records; (r) obtaining on lease or purchasing or accepting as gift any document of historical or national importance. r t P e a r c k o o i h r n i g d b s i t o i f o o ut n p ub o a l f g i a c U i t n t s a t r without t 4 he . N p o r ior p er a s p o p n r ov s a h l a ll of t ta h k e e o S r t at c e a us G e o ve to r n b m e e n t t a : k en out of the State any public records Pradesh taken or s P e r nt o , v id ou e t d of t ha t t h e no S ta s t u e c h f or p ri a o n r y a o p f p fi r c o i v a a l l pu s r ha p l o l s e b . e required if any public records are Records Officer records of 5 f . ic ( e 1 r ) to E v d e i r s y c ha R r e g c e o r t d h s e f C u r n e c a t t i i o n n g s u A, n d g e e r n cy th is sh A a c l t l , nominate one of its officers ‘as r in e co s r u d c s h o p f l f a i c c e e ( r s 2 . ) a E s v e i r t y de r e e m c s o rds fi t c a r n e d a ti s n h g a ll a ; g p e l n a c c y e m e a a y ch se r t e c u o p r d su f c o h o m n um un b d e e r r o t f h e re c c h o a r r d g e r oo of m s a 135_RPH_vidhaika 25 Adiiyam folder_(Utar Pradesh Lok Abhilekh 2025 Data.g5 (¥ Scanned with OKEN Scanner IR YA IR TSI, 21 IR, 2025 6. (1) The Records Officer shall be responsible for :— Responsibilitics ; i . e (a) proper arrangement, maintenance and preservation of public records ‘(':r’l::::' % under his charge; (b) periodical review of all public records and weeding out public records of cuphemeral value; (c) appraisal of public records, which are more than twenty-five years old, in consultation with the Uttar Pradesh State Archives with a view to retaining public records of permanent value; (d) destruction of public records in such manner and subject to such conditions as may be prescribed under sub-section (1) of Scction'8; (¢) compilation of a schedule of retention for public records in consultation with the Uttar Pradesh State Archives; (f) periodical review for downgrading of classified public records in such manner as may be prescribed; (g) adoption of such standards, ‘procedures and techniqueé'ns may be recommended. from time to time, by: the Uttar' Pradesh State Archivesfo r improvement of record management system and maintenance of security of public records; (h) compilation of annual indices of public records; (i) compilation of organizational history and annual supplement thereto; () assisting the Uttar Pradesh State Archives for public records anagement; ! (k) submission of annual report to the Uttar Pradesh State Archives in such manner as may be prescribed; ;| ), transferring‘ of: rgco@s S?f any, defunct body 'q‘ the Uttar Pradesh State . Archives for preserv ‘vonA - N i - = (2) The Records Officer shall act |'1‘nder the d?reclion of the Ufigr Pradesh State Archives while discharging the responsibilities specified in sub-section (1). 7. (1) The Records Officer shall, in the event ‘of any unauthorized temoval, Records officer to “ destruction, defacement or alteration of any public records under his charge, forthwith take appropriate take appropriate action for‘the recovery or restora ) tion of such i e p w ub s l ic record’s. ' a of c ti u o n n a ut in h o t r h i e se e d v ent - (2) The Records Officer shall submit a report in writing to the Director removal, without any delay on any information about any unauthorised removal, destruction, destruction, etc., defacement or alteration of any public records under his charge and about the ‘action °f Public records initiated by him and shall take action as'he may deem necessary; subject to the inhis custody directions, if any, given by the Director. (3) The Records Officer may seck assistance from any Government officer or any other person for the purpose of recovery or restoration of public records and such officer or person shall render all assistance to the records officer. 8. (1) Save as otherwise pr A ov l id ed in any law for : the time being in force, no Destruction or public record shall be destroyed or otherwise disposed of except in ‘such manner and :co msl ofpublic subject to such conditions as may be prescribed. ' (2) No record, which is more than hundred years old on the date of commencement of this Act shall be destroyed except where.in the opinion of the Director, it is so defaced or is in such condition that it cannot be put to any archival use. ’ ' 9. Whoever contravencs any of the provisions of Section 4 or Section 8 shall be Penalty for punishable with imprisonment for a term which may extend to five years or with fine OMtrRventions which may extend 1o fifty thousand rupees or with both. 13§ @PH vidhaila € Adnios (¥ Scanned with OKEN Scanner 10 S 3 SWRYT, 21 97T, 2025 Publici recordsbeatini g 10. No public. records bearing sccurity classificati" on shall be transferred t to security classification the Uttar Pradesh State Archives. Receiptof records from !1.(1) The Unar Pradesh State Archives may, accept any record of bisorical Privatesources or national importance from any private source by way of gift, purchase or otherwisc. (2) The Uttar Pradesh State Archives may, in such manner and sub:icct to such conditions as may be prescribed, make any record referred to in sub-section (O] available to any bona fide research scholar. Access o pubic ecords 12. (1) All urclassified public records as are morc than thirty years old and are transferred to the Uttar Pradesh State Archives may be, subject to such exceptions and restrictions as may be prescribed, made available to any bona fide research scholar. Explanation - For the purpose of this sub-section the period of thirty years shall be reckoned from the year of the opening of the public record. (2)-Any Records Creating Agency may, grant to any person access to any public record in its custody in such manner and subject to such conditions as may be prescribed State Archival Advisory 13. (1) The State Government may by notification in the Official Gazetre, Board constitute an Archival Advisory Board for the purpose of this Act. (2) The Board shall consist of the following members, namely:— (a) The Additional Chief Secretary/The Principal Secretary/ Chairman, Secretary to Government, Department of Culture, Uttar Pradesh Ex-officio: (b) One officer not below the rank of Special Secretary to Members, Government of Uttar Pradesh, each from Secretariat Administration Ex-Officio; Department, Home Department, Finance Department, Revenue - i» Department and Planning Department (c) Four persons to be nominated by the State Government Members; for a period not exceeding three ycars, two being an Archivists and two'i*)e'ing Professors in the Department of Medieval and Modern Indian History in any recognised University (d) The Director, Uttar Pradesh State Archives Member Secretary, Ex- Officio. (3) The members nominated under clause (c) of sub-section (2) shall be paid such allowances as may be prescribed. Functions of the Board 14, The Board shall perform the following functions, namely:— .(a) advise the State Government on matters concerning the administration, management, conservation and use of public records; () lay down guidelines for training of Archivists; (c) give dircctions for acquisition of records from private custody; ... (@) dcal with such other matters as may be prescribed. it iy a0 135_RPH_vidhaika -25 Adhiniyam folder_(Utar Pradesh Lok Abhilekh 12025 Das8E '+ . G (¥ Scanned with OKEN Scanner IR RSNSOI mmmm, 21 IR, 2025 11 courses cu 15 r . r ic T u h l e a , Di a r s c s c e to s r s me s n h t al l a h n a d v e ex t a he m in p . a o t w i e o . r n s s to re l l a a y t i . n d g o wn to n th o e r ms t ra a i . n n i d n g sta i . n n da a r r d c s h iv . f a o l r P [ o w d e o rs ¥ m o f n Di o re m ct s or a n t d o science and other ancillary subjects. st i a n nd a a rc r h d i s v al fo r sc c i o e u n r c s e e s 16. No suit, prosc B cuti on or other l . egal proceed . ings shall lic against 3 any person i: ake r n ::‘ct i i n v n o-;fd fl?[?: in respect of anything whichi s in good faith donc or intended 10 be done in pursuance it of this Act or the rules made there under. 17. (1) The State Government may, by notification in the Official Gazette, Powerto make rules make rules to carry out the provisions of this Act. (2) In particular, and without prejudice to the generality of the foregoing power, such rules may provide for all or any of the following matters, namely:— (@) the period aftcr which public records of permanent naturc may be accepted under clause (b) of sub-section (2) of Section 3; (b) the manner in which and the conditions subjcct to which the public records can be destroyed under clausc (d) of sub-section(l) of Section 6; (c) the manner in which periodical review of classified public records for downgrading shall be undertaken under clause (f) of sub-section (1) of Section 6; (d) the manner in which the Records Officer will report to the Director under clause (k) of sub-section (1) of Section 6; (¢) the manner in which and the conditions subject to which public records may be destroyed or disposed of under sub-section (1) of Section 8; () the manner in which and the conditions subject to which records of historical or national importance may be made available to a research scholar under sub-section (2) of Section 11; (2) exceptions and restrictions subject to which public records may be made available to a research scholar under sub-section (1) of Section 12; (h) the manner in which and the conditions subject to which any records creating agency may grant to any person access to public records in its custody under sub-section (2) of Section 12;- (i) the allowances payable to members of the' Board under sub-section (3) of Section 13; ()) the matters with respect to which the Board may perform its functions under clause (d) of Section 14; (%) any other matter which is required to be, or may be, prescribed. 18. Every rule made under this Act shall be laid, as soon as may be after it is Laying of rules before made, before each House of the State Legislature, while it is in session, for a tota] =S¢ Legislature period of thirty days which may be comprised in one scssion or in two or more successive sessions, and if, before the expiry of the session immediately following the session or the successive sessions aforesaid, both Houses agree in making any modification in the rule or both Houses agree that the rule should not be made, the rule shall thereafter have effect only in such modificd form or be of no cffect, as the case may be; so, however, that any such modification or annulment shall be without prejudice to the validity of anything previously done under that rule. (¥ Scanned with OKEN Scanner SRR FRT IRANT Tore, 21 I, 2025 STATEMENT OF OBJECTS AND REASONS - Archives act as the 'memory' of a country/state/placc/institution, which reflects our glorious history. Archives is a place to preserve important documents older than 30 years, public or personal records, manuscripts, maps books and documents having historical, cultural or national importance. (except records bearing seeurity classification). An cfficient records management system is necessary for the preservation of records of the State Government, statutory bodies and corporations, Commissions and committees constituted by "?‘ Seen Govemment. Hence it has been'decided to make a legislation for the ‘'management, Bdmi“is"“""“' and preservation' of ‘public records' of the State' Government and the departments, legal bodics, corporations, commissions and committees constituted by it. The 'Uttar Pradcsh Public Records Bill, 2025' s introduced accordingly. By order, ATUL SRIVASTAVA,. - Pramukh Sachiv. . v l !, r i i i B HoTRogodfio~godio 135 UoTa=-2025—(423)-599 m-m/aq/m)‘ vkt i dogwogodio—godio 55 A0 RuTN-2025—(424)-330+70=400 Wfri—(@vgeR /@0 /3itee) | 135_RPH_vidhaika -25 Adhiniyam folder_(Uttar Pradesh Lok Abhilckh )-2025 Data-8E. (¥ Scanned with OKEN Scanner